Virginia Physicians for Women – Applicant Privacy Policy

Effective Date: May 2025
 

Virginia Physicians for Women (“VPFW,” “we,” “our,” or “us”) is committed to protecting the privacy and security of the personal information of job applicants. This Applicant Privacy Policy outlines how we collect, use, share, and protect your information when you apply for employment through our Careers site.


 

Information We Collect That You Provide

When you apply for a job at VPFW, we may collect the following categories of personal information:

  • Personal Identifiers: Name, address, email address, phone number, and other contact details.
  • Professional and Employment-Related Information: Resume/CV, cover letter, job history, qualifications, references, and certifications.
  • Education Information: Schools attended, degrees earned, transcripts, and other educational history.
  • Work Authorization Information: Eligibility to work in the United States, visa status.
  • Voluntary Demographic Data: Gender, race/ethnicity, veteran status, or disability status (where collected and permitted by law).
  • Background Information: Results from background checks, drug screenings, or other pre-employment assessments (only when applicable and authorized).
  • Website Usage Information: IP address, browser type, and other usage data when you interact with our Careers website.


 

How We Use Your Information

Your information is collected and used for legitimate business purposes, including to:

  • Process and evaluate your application for employment;
  • Communicate with you regarding your application and the hiring process;
  • Verify qualifications, references, and background;
  • Comply with legal and regulatory requirements;
  • Maintain application records for internal reporting and future consideration;
  • Improve our recruitment process and website performance.


 

Disclosure of Personal Information

VPFW does not sell your personal information. We may share your information with:

  • Internal Personnel: HR professionals, hiring managers, and relevant team members involved in the hiring process.
  • Service Providers: Vendors who assist with recruiting, background checks, IT hosting, and applicant tracking systems.
  • Government Authorities: Where required by law or regulation, such as in response to a subpoena or government inquiry.

All third parties with whom we share applicant information are contractually obligated to protect it and use it only for specified purposes.


 

Data Retention

We retain applicant data for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. If you are not selected, we may retain your application for consideration for future openings, unless you request otherwise.

We may remove personal information for inactive accounts, subject to applicable legal or regulatory obligations. Furthermore, we may delete personal information about you (including your CV/resume) from our database at any time and without providing any reason. Therefore, please retain your own copy of the personal information provided to us.


 

 Your Rights and Choices

Depending on your location and applicable laws, you may have the right to:

  • Access, correct, or delete your personal information;
  • Request that we limit or stop processing your information;
  • Withdraw your application or consent at any time.

To exercise any of these rights, please contact us at hr@vpfw.com


 

Security

We use reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, or disclosure.


 

Links to Third-Party Websites

The VPFW Careers site may contain links to other websites. This Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any website or service to which the Careers site links. The inclusion of a link on the Careers site does not imply endorsement of the linked site or service by us. We encourage you to read the legal notices posted on those sites, including their privacy policies.


 

Policy Updates

We may update this Applicant Privacy Policy from time to time. Changes will be posted on our Careers site with a revised effective date.


 

Contact Us

If you have questions or concerns about this Applicant Privacy Policy or our data practices, please contact:
 

Human Resources Department
    Virginia Physicians for Women
    1212 Koger Center Blvd, Richmond, VA 23235
    hr@vpfw.com